"Academic Operations Manager - Clinical Placement and Compliance"

Position Description

The Academic Operations Manager for Clinical Placement and Compliance plays a critical role in supporting the seamless execution of clinical education within the nursing program. This individual serves as the operational lead for clinical placement logistics, student compliance tracking, and coordination with both internal and external stakeholders. The Manager ensures that students and faculty are prepared for clinical learning experiences and that clinical operations align with program requirements, regulatory expectations, and partnership agreements.

Essential Functions & Responsibilities

• Request Clinical Placements for Each Term:
  • Submit formal placement requests to clinical partner sites for each academic term based on program needs and student enrollment.
  • Track responses and confirm site availability, communicating outcomes with academic leadership.
• Coordinate Clinical Scheduling with Partner Facilities:
  • Work directly with hospital systems, clinics, and other healthcare partners to finalize and schedule student clinical assignments.
  • Ensure placement timing aligns with course schedules and academic calendars.
• Ensure Submission of Compliance and Health Documentation:
  • Maintain up-to-date records of student compliance with health and onboarding requirements (e.g., immunizations, background checks, drug screens, CPR certification).
  • Provide required documentation to clinical sites and track deadlines to prevent delays in student participation.
• Collaboration with Program Leadership on Placement Assignments:
  • Engage in strategic planning discussions with program directors and deans to align placements with learning objectives, student progression, and faculty availability.
• Serve as Liaison to Students Regarding Clinical Placement:
  • Communicate placement details, timelines, and expectations clearly to students.
  • Respond to questions and concerns and offer support throughout the placement process.
• Coordinate Faculty Orientation to Clinical Sites:
  • Ensure clinical faculty are aware of site-specific policies and receive necessary orientation materials or sessions prior to start.
  • Act as the point of contact for faculty questions related to clinical logistics and onboarding.
• Prepare Students for Clinical Readiness Prior to Orientation:
  • Disseminate orientation schedules, parking and access instructions, dress code requirements, and other site-specific protocols.
  • Confirm that all students have met pre-placement requirements and are cleared for participation.
• Manage Clinical Schedule to Avoid Overlaps or Conflicts:
  • Create and maintain a master clinical schedule that accounts for all student cohorts, clinical sites, and faculty assignments.
  • Monitor for potential scheduling conflicts and adjust as needed to ensure smooth operations.
• Oversee Clinical Site Evaluation Process:
  • Facilitate collection of site evaluations from clinical faculty at the conclusion of each term.
  • Compile and report evaluation results to inform site selection and quality improvement efforts.
• Maintain Accurate and Up-to-Date Clinical Records:
  • Organize placement confirmations, compliance documentation, orientation attendance, and evaluation data for easy reference and audit-readiness.
• Support Accreditation and Reporting Requirements:
  • Assist with preparation of reports and documentation for accreditation bodies (e.g., ACEN) and regulatory agencies related to clinical education.
• Develop and Refine Standard Operating Procedures:
  • Create and update workflows and documentation processes to enhance efficiency and consistency in clinical placement operations.
• Foster and Maintain Strong Partner Relationships:
  • Represent the nursing program professionally in all interactions with clinical partners.
  • Proactively resolve issues and maintain positive, collaborative working relationships.

Qualifications and Skills

• Bachelor’s degree is required in healthcare, education, or business-related field preferred.
• Experience in nursing education, academic operations, or clinical placement coordination strongly preferred.
• Knowledge of student compliance processes and healthcare onboarding procedures.
• Exceptional organizational, communication, and problem-solving skills.
• Ability to manage multiple priorities in a dynamic academic environment.
• Proficiency with scheduling software, spreadsheets, and databases.

Application Instructions

To apply, please submit a cover letter and curriculum vitae to eva.soto@pacificcollege.edu.

Salary Expectations

$65,000.00 - $75,000.00 annually

Work Environment

The work environment characteristics are representative of those an employee encounters while performing essential functions of the job in a typical office/workstation situation. Able to work sitting or standing at a desk and operate a computer using keyboard and reading information on a monitor. This is a hybrid position. Must be able to commute to the New York campus at least three times a week. A dedicated workstation required for remote work.

Reasonable accommodation may be made to accommodate individuals with disabilities to perform the essential functions.